Vendors - Invoice Entry

In FieldStack, Invoice Entry exists as a way for the accounting team to validate what was received before paying an invoice that came from a vendor. Invoice entry allows you to make adjustments to cost prices and add charges such as freight or credits such as deals. This system is not necessary, but may be something you want to use for checks and balances.

To enter a new invoice, or edit an existing one, open the Inventory tab and expand the Vendors drop down menu. Select Invoice Entry.

All fields will be inaccessible at this point with the exception of the Purchase Order field. Enter the PO number associated with the invoice you wish to enter and click Find. This will populate the form with a list of all items on order (not necessarily received) at the time the PO was created. 

While the item listings will populate automatically with the entry of a PO number, the terms, dates and invoice number will have to be entered manually, unless you are accessing an invoice that has already been completed. Only the "Vendor Invoice #" and "Invoice Date" must be entered in order for the form to be created. 

The "Total Due" and "Total Due With Terms" fields actively calculate the total of the invoice by referencing other fields, in particular the item "Qty" and "Unit Net Price" columns, and the "Allowances" and "Charges" fields. Both the "Qty" and the "Unit Net Price" columns may be edited, however, the "UPC", "Item" and "Description" columns may not.

Allowances and Charges are saved by FieldStack on the backend and reports can be created on request but are not visible in any reports within the application. They do affect GL accounts if assigned.

In the item list, the details of Receiving will differ depending on a setting.
If Purchase Order Locking type = Tight

• If you receive less than were ordered, invoice entry will show that new lower quantity.   
• If you receive more than were ordered, invoice entry will show the actual amount received.
• If you receive an item to the PO that was not on the purchase order, the item/qty will populate so you can pay for the additional item.  
• If the original order had an item that a buyer edited to 0 and the item is then received, it will not populate the item list.

If Purchase Order Locking Type = Loose or Any

• If you receive less than were ordered, invoice entry will show that new lower quantity.   
• If you receive more than were ordered, invoice entry will not show the overage; it will show the original order quantity.
• If you receive an item to the PO that was not on the purchase order, invoice entry will not show the item at all. 
• If the original order had an item that a buyer edited to 0 and the item is then received, it will not populate the item list.

Add Unlisted Item - Allows you to add an item that may have been invoiced but was received into stock in another way/not to the original invoice.

Click the Add Unlisted Item button located on the bottom left of the form. 

Doing so will bring up a search window.

Search for the item you wish to add and press enter. The item will be added to the bottom of the form. The totals will automatically update.

Split Adjustment - You may want your Freight or allowances to be split across the items, affectively changing their cost. 

To use this feature, add your adjustment type with the total cost or allowance. Highlight that line item and click Split Adjustment.

You will see the cost or allowance averaged across the items listed in the form. This will update the cost at which they are recorded as being received.

Once the form is complete, click the Save button in the lower right hand of the screen.

Your invoice can now be accessed by referencing the purchase order number or the invoice number in the Invoice Management tool.